Hi,
I hope this message finds you well. I am writing to bring to your immediate attention a critical issue that has emerged subsequent to the latest system update (4.19). The vendor balances within our ERP system have been severely disrupted, leading to significant discrepancies that require urgent resolution.
Here are an example highlight the disparities: SHOAIB IQBAL ENGINEERING ALUMINUM Actual Balance: Cr. -87,008.22 CETEC System Balance: Cr. -38,461,301.85
We kindly request your immediate attention and action to investigate and resolve this matter. Please prioritize this issue and provide an update on the steps being taken to correct the vendor balances back to their accurate values as soon as possible.
Best Regards,
Rana Muneeb
We can see that there are likely Debit Memo objects creating the excess debit balances in error on the AP by Vendor Aging report for this vendor, seen in header totals >90 days & Total column, that reflect the same $$ value seen on the Vendor record in Accounting information.
We are escalating this ticket to engineers for resolution. Our support team will get back to you as quickly as possible.
Hi @cetecerp16,
Thank you for your update.
The issue appears to be partially resolved. The AP balance discrepancy for our local Pakistani vendors has been corrected. However, the issue still persists for some of our international vendors.
I am reopening the prior support ticket to include the additional information you’ve sent in the Forum for engineers. I have also edited the Vendor information showing in the Forum discussion to show only the initials of the Vendor to protect Gold Star’s Vendor information from public view. The links you sent are already protected in that they only show a “CETEC ERP” hyperlink and are inaccessible to outside access, fyi. Thank you for the additional information.
We will reply back to you both here in the forum and on the support ticket email as to status of your issue.
Hi @cetecerp16,
Thank you for your message.
I have checked my email, but I have not received any message regarding the request for additional information. Kindly resend the email, or feel free to share the required details here if it’s appropriate to discuss them through this support thread.
Hi @cetecerp16@cetecerp31,
I would like to raise this again on a serious note. Now our all vendors both international and local vendors having advance balances have now dropped to zero, which is incorrect. I have already shared an example earlier where a vendor balance discrepancy existed, and now those balances are showing as zero.
For Example:
This is a critical issue, especially as we are approaching the end of the financial period and only have one week left to close our books. This problem is severely impacting our accounting team, and they are currently stuck because of it.
We urgently request that this issue be treated as a high priority and resolved as soon as possible.
After looking at these pages, I am seeing balances for all of the vendors presented. On the A/P Details, the date bounds may be preventing you from seeing all of the balance. I recommend using A/P Summary to view the balances, then clicking into the number for Totals.
This will take you into the A/P Details and show you the full amount you are looking for.
As for the bank balances, it looks like we are seeing balance information in all of your accounts. Could you be more specific about what reports you aren’t able to see information in?
An important note is that we are looking at the “new version” of the AP screens. I believe there is a bug in the “old version” of the AP screens (which, we have a fix for in the works).
Can you please check the new version of the AP screens and let us know if you’re still having this issue?
Sent this to your email…copying also here to this Forum thread:
For Vendor ‘JY’, Ltd Vendor, which of the objects in this AP by Vendor list should either be not active any longer or have amounts that are inaccurate: Vendor JY AP Details
And for Vendor BT, which of the objects in this AP by Vendor list should either be not active any longer or have amounts that are inaccurate: Vendor BT AP Details
Thank you for your assistance with the Vendor Aging Balance issues.
@cetecerp16
Thank you for your message.
I have forwarded your inquiry to our accounting team and requested that they provide a list of specific vendors with actual balance discrepancies. I will be discussing this matter with them tomorrow and will share the relevant snapshots and links with you for further clarification.
For now, I can confirm that, to the best of my knowledge, Vendor BT actual balance is zero. However, the A/P Detail or Vendor page still shows an incorrect balance, which appears to be inaccurate.
An update on Vendor JY…there is a DR Memo that is Status:Open and should be marked Status:Closed (it was perhaps edited and left Open): DR Memo 5328
We are looking into Vendor BT from a different angle as all the AP Aging items coming up on the AP Aging detail are prior to 2023-11-30, but will let you know if anything similar to Vendor JY is happening for BT, or if it is a system issue.
For Vendor BT, the two Vouchers showing in the AP Details for BT do show small remaining balances still due on them, last two columns on first two lines:
Voucher 34079 & 34557 AP Details
The remaining items in that AP Details list are all older DR memos. We are checking as to any that may remain Status:Open and will get back to you if that is the case.
In the AP Details report list sent in prior comment, again here AP Details BT, there are actually two DR Memos that are indeed Status:Open w/ value remaining, seen here in the DR Memo list for that Vendor filtered Open: Open DR Memos BT
All of the 55 other DR Memos showing in the AP Details for BT are Status:Closed and should not be appearing on the detail aging report. I have escalated back to engineers for a fix for that issue and will update you again when I hear from them as to available fix and time-table
.
You can create a current period -0- cash value AP Pmt and include the two remaining Vouchers & two remaining Open DR Memos to offset, creating another current period DR Memo if needed for any small difference to include as well to create the -0- value offset in full for the Voucher’s remaining balances. Let us know if you need any further assistance with that.
Also, let us know if you and your team find that any other Vendors have incorrect AP Details aging balances so that we can address any outstanding issue right away as needed. Thank you for your patience as we work through this with you.
@cetecerp16,
I’ve replied to your email with screenshots and a brief explanation of the issue, including an example from one of our vendors. The same issue applies to the remaining vendors’ A/P as well. I’ve also mentioned the specific vendor where we are facing this discrepancy.
Thank you for the information sent this morning…we are reviewing.
In previous reply I pointed to DR Memo 5328 for Vendor JY. It must be marked ‘Closed’ for it to apply properly in Vendor JY’s aging data. You can follow the link below and click the Status: Closed field and Update. This should correct most of the aging discrepancy for that Vendor. Then if there are other “New Version” report errors for that Vendor, we can better determine where that exists for that Vendor. DR Memo 5328
[/quote]
I have identified old, closed DR Memos for the Vendors in your list sent this morning (one of those had none affecting the >90 days column on the AP Summary).
I am adding those list links to our support ticket to assist engineers in resolving this issue as quickly as possible. Thank you for your and your team’s assistance in narrowing down the scope of our work!
We appreciate the additional information that you have emailed to us.
Just making sure you know that our engineers are actively working on a solution for the closed Debit Memos appearing on the AP aging report. We will get back with you as soon as we know that a fix is available and planned time-frame to expect deployment to your environment.
